Book Processing

 You still may be processing  your new books. And you may be getting tired of doing it and wish it were done.  Especially in a public library when you may get a shipment every month.  How can you get it done and still do something / anything else to have your library in good shape ?    In "The Organized Librarian" I give some ideas  on getting everything done or at least not feeling so very overwhelmed at all there is to do.

        But I still get the feeling that the books will Never  get all done and then a new shipment comes in with more books. Now I love love new books but I want them to be all ready for the staff and patrons, and not have them staring me in the face.   So what I do is this , depending on the number of other things I need to do , I set a daily goal of the number of books  to do each day.  

         The rest I 'hide"- no I really do not hide them , I just place them on a cart facing toward the wall or in a closet  so I do not see them 24/7.  Then I get the book goal done as soon as I can - coming in early, staying late, making sure that the other activities I need to have completed  are finished. If I am having a good day- I sneak out the next days goal and do them. 

        If there is a great day of only a few classes or a meeting that I do not have to attend then I sometimes do a marathon day of stamping, date due slips,  and  putting on genre stickers.  Then I really feel great about getting all the books ready.

    
    

File Cabinets

 Making your file cabinets easy to use!

     At my new position, there was stuff filed in the file cabinets but not in hanging file folders and not in any kind of order.  so it was very difficult to find things quickly. I also went through and got rid of many files and papers that I did not need. I had to make sure what to chuck and what to keep.

    At the public library level , you are required to keep many records at least 7 years.

    So this is what I did. First I took EVERYTHING out.  Then I got a stack of new file folders and new hanging file folders.  I made new folders for almost everything that looked dog eared and ratty.

   Then I  rehung the hanging folders and filed items in ABC order.   I also have a small cabinet in my desk.  I did the same thing.   I made files and got the hanging file folders  and put that in Alphabetical order.

   What a difference! Now I can actually find quickly what I need.  Now as per  The Organized Librarian , I want to make a listing of what is in each drawer so that when I need to find soemthing I can check the list to see where it is located.

  I still have the files downstairs to do but that is another days' job.

Establishing Routines- Part 2- Desk Time

  At my new position of library manager, I am still trying to figure out routines and schedules.  I still struggle with using my time wisely.  As a school librarian, I had one large room and multiple classes, and the regular library duties.

  As library manager, I have  regular library duties , and then I also am the manager of a three story building.  So this is a learning curve for me, and I am slowly figuring out the routines and changing them.

  So I am dividing my time into two parts : library duties and building duties.   The library duties are also  a little different in that I actually have a book budget in which I can purchase books each month and I can get the latest best sellers that patrons want.

  So in establishing my routines I am deciding  between ' desk time" and 'floor time'.  During my desk time, I  do the following activities at designated times: First thing in the Am ( before opening) check emails,  track wireless, check answering machine .

  Also I have Desk time  during coverage of lunches: Again I check emails, work on purchasing lists, reading reviews,  printing out calendars, flyer's,  making phone calls.

  At the end of the day, I also do a little desk time: again check emails, make phone calls,  file papers,  clean up my desk,  make plans for the rest of the day, and check my calendar and planning books.
I might also during  any of these times, write down questions I may need to ask my Director or Assistant Director.

Your Circulation Desk

   Start at your circulation desk is a good way to organize and begin to be more efficient.    This is the one place where everyone spends a lot of time, the circulation desk!
   Take 15 minutes the first day you can , and see where you can be better organized and more efficient.

    Do you have pencils/ pens handy both for your use ,  your assistant and even your patrons / students.   Get some sharpened and ready. Make a can that people can grab if they need too.

    Look at your calendar. Do you have one? Is it up to date? Clean it off so you can see and write or pencil important dates/ tasks for you to remember. The calendar is one of the most important things for you to use in your quest in being organized and efficient!

  Other  tools that you need at the circulation desk:    Information on programs ( if at a public library) cards to sign up for a public library card,  phone books,   paper clips, paper, staples,  tape, and glue.

  Most importantly keep your items needed for circulation: date due stamps, stamper, re-inker, slips or  slip printer,    and  slip printer paper.  Also keep a supply of pockets if you use them and  other items related to the check out of books and materials.

Establishing Routines

   Where ever you are in your  life's work , trying routine of regular  tasks is worth thinking about and establishing .  Determine   what routine tasks you normally do .

   One idea is to take 3 by 5 cards and write down some of your regular tasks.  I would do a daily card and list the items that I do on a daily basis. ( Circ stats,  checking emails,  ect)

   Then I would do a weekly one - figuring out what needs to be done on a weekly basis. ( magazine check in / straighten, 

    Lastly I would do a monthly list ( on a card if it was big enough)  and list the tasks / jobs needed to be done.  ( reports,  calendars,

    When looking at all the cards , I can then figure out which items should be done when I am fresh and  ready. Morning  happens to be my best time for important tasks, typing, reports. and financials. .

.   This I placed up on my board with a card file  I can glance at that and see what tasks I need to complete.    I can figure out when to do certain tasks, at times that are convenient.It seems to work for me. Try it you might like it.

Organizing your work! Organizing your office space!

I am a big fan of using three ring binders for organizing papers and materials needed on a day to day basis.  Every years I devised a plan book that goes along with y schedule for the year.. It is put in my main notebook which I use every day/ In this same notebook I keep a variety of papers and other items that I refer to on a daily basis.

    Another note book has records for ILL ( Inter library loans) and magazine/periodical records.  A large note book - which will soon be divided into two notebooks- is the common core standards.  In another note book I have my library curriculum for the different grade levels that I teach. A project I would like to do is put all lessons and worksheets for each grade level into a three ring binder, probably by grade level

    A current  large project is the yearly budget and the work  that goes with it.  This is in another labeled  binder. I keep handy the last years binder  to refer to.

     All my binders are labeled on the spine and of course on the front. I use tab dividers when I need too to keep all papers in the proper subject/ topic area. My binders are next to my work/circulation desk.  They can be pulled out and items found at a moments notice.  This binder system keeps me organized and my desk neat!

Organizing your office- organizing your files

                      Organizing your office to be more efficient can likely mean polishing up your filing system.     Providing  you have an in basket , you can begin . 
                            As you go through your basket ,determine what file it should go into. Give your files  names that will be  easy to recall  .   I made a listing of my file folders  and what is in each file  drawer so that I do not have doubles  in my cabinets (  see The Organized Librarian book).   Another  good idea would be to make a file index to go in the front of each file cabinet or drawer. This will help  you locate files you need quickly .
                     You may also want to figure out how long you will keep files. If they are dated , then you can easily  look at the items and determine if new material has been inserted and if the old can be thrown. If you do this on a regular bases then  your files will be current ( and not overloaded with outdated materials)
                      Take time each day or week depending on your schedule to go through your in basket.   I have three files into which I mark  :  To Do, To File, Catalogs.
                     I only keep catalogs that I know will be useful or that I will order from. These are kept in a separate file drawer marked by letters. When I file a new one , I throw the old one out unless I have marked some items/ titles for purchase.

                     I also have historical files that I keep for reference. These would be budgets from years past, book requests from staff,  old policy's, handbooks,  old curriculum, and other items that I do not use , but like to keep to refer  to if needed.

Step One- Organizing your office.

    Maintaining a neat  and organized office workspace is an ongoing process.   You should never think that you are organized  and that is the end.The initial  organizing will be the most work , but you can begin seeing improvement after a few sessions.  When you think you are done , then you will be on a maintenance schedule  similar to  keeping your house work  done.
   
      If  you have read my blog on 3/11/13 about Organization in the Library, and files and piles and have started to begin this process then you are on your way. By now your library will be looking and feeling more organized and you will be getting more work done  and feeling better and better.
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    Let's look at some other areas of your office and library where you might want to be more efficient. Look at an office supply catalog ( print or online ) When you do you will so many organizing tools.  If there is a spot or area that needs redoing , look for ways that organizing tools could help you accomplish that task.

   Where you do keep your files?  Do you have adequate file space? Are the files in order?  Keep your file with your current to do and daily activities close to where you work.  Other files that are needed can be kept close to your desk.  Files that are needed but not looked at daily can be kept in another file cabinet .  ( I call them my historical files)

    Develop and keep a consistent naming system for both your  print and computer files. ( See The Organized Librarian book)   This will help you to easily find and retrieve the information and files you need .

Another List! Accomplishment List!

    Here is another trick I use that gives me a great sense of accomplishment during the day and week.
I keep an "Accomplishment List"  This helps me keep track of what I have actually done each day, even if it was not on my to do list.
   At the end of each day ( or during the day) I reflect on what I did get done and what I actually did.  Did I make important phone calls, did I assist a patron? Did I work on a project that was not on my list?   Did I complete a job necessary to the management of the library?

   I write this down in my planning book what I actually did- especially if it was not on my list to cross off.

   At the end of the month, I would look back on the list and the major activities. Then if the library board, or the Director needs to know what I've been doing or what I have accomplished, I can look back and give the needed information.

  This also shows me what tasks and jobs I dedicated my time  and energy to. I can also determine, if I need to focus on specific areas and activities. I can also use this list when I am evaluated  so I can discuss what projects and tasks.

To Do List & Folder System

     I have a new thing I am doing and it seems to be working  really well for me. I thought it might work for others so I am sharing here.  When I revise my The Organized Librarian, I will have to include it. Anyway I am getting tasks accomplished accurately and on time.

      Here is what  it looks like. I take  my to do list ( this is my Master list or it could be  from a daily or weekly list. ( Does any one like weekly lists as opposed to Daily lists?) 

     Back to topic:  From My Master list I take a big project with a due date.   I then take a file folder and put a sticky note on the tab to indicate the name of the project.

     Next comes a piece of lined paper. I will write the steps that need to be completed to accomplish the project. At times I may date a segment to be done by.

   Then each day , I spend time doing something on the list. When the segment/ sections is done I cross it off and go on to the next step.

  I find this system works really well on large projects. I can pullout a folder  and do some work on ti . At the end of the day, it goes in my daily stack sorter. This is where I keep the current projects I an working on ( It keeps my desk neat and my focus on what is needed to be done.
  I have been using this for annual reports, volunteer teas, and  thank you letters.   Let me know your thoughts if you try this- I feel really good about my list when working this way.

Using your To Do List- Managing your list

     Be reasonable when you are preparing both your master list and your daily to do list.  If your list has items like file files, clean your desk, plan for next week, (month, year), you may become frustrated  and resort to not getting anything accomplished.

    Your list should only contain those tasks and projects that you can truly hope to complete within the given time frame of the list.

  One way to avoid frustration is to identify between routine tasks , activities, and projects. Tasks are small items and jobs are done a regular basis. Projects are a bigger  picture in that they have a desired end goal  in mind.

   Most projects ( if large enough) should be broken down into manageable chunks of activities and tasks.  Lets say your Annual Report is due. Some tasks may be collecting data, organizing photos, compiling information from monthly reports, collecting stats from staff members. Each of the those requirements can be placed on your to do list with a competed by date.

    Make you to do list with some goals/finished projects in mind., You may also have routine tasks / activities and then also steps to one or more projects,  This will keep you on track with your larger projects and you will see each  day and week what you have accomplished in then big picture. 

   Remember , your to do list will help you focus and keep you on track. it is a tool , use it that way.

Managing your To Do List

   Okay, you have your to do list or master list.  Does seeing all those items make you a little uncomfortable?:  Use this tricks then,: Look at the list to see if there are some tasks that will not take a long time to complete ( I call this Batching- see The Organized Librarian)

   Take 15 to 20 minutes to complete theses task. Then you can feel wonderful about crossing them off your list. This can include routine weekly items( return emails, make phone calls, water plants, check recycling, do over due list, mark papers, ect)

   Now if you have some bigger projects - what to do? Date them with a time when they need to be completed.  Another I like to do bigger projects is to a) work with the end in mind and b) break the project into a series of tasks ( again   described in The Organized Librarian).

 In this way I can place several tasks foreach project  on a day when I know I have time to work on it.   Put them on your master list first. Then when each task  and project is done you can cross it off both lists and you are one step further  to completing your project.

  You may also note that some tasks never get done nor crossed off. It never achieves priority, Is is important or urgent? Is it something you think you should do? It is something you think someone should do/ Decide if really belongs on your list- Could it be given to your assistant?  Could it be dropped all together? Could it postponed to a later date?

  Your do do list helps bring order to your schedule. it also helps you focus on what needs to be done- what is important to you and to your position   when you can cross items off you will see  exactly what you have accomplished!

The Value of lists! ( Master Lists )

       I find that Master lists ( of to do's ) and Daily lists help me greatly in getting  task and activities done on a daily and weekly basis.    I try to keep my lists in sight as I go about my daily routines , whether I am at work or at home.

      The reason I do this is because it really helps me stay organized and focused on what I need to do.  I also use my lists  and prioritize   the tasks on them.   I use a simple  way to tag the activities I must do.

      When  I put lists on paper ( or on the computer- but I feel paper is better for me , because then I can SEE the list) I will delegate a letter- A most important,  B  and C. That's where I stop( as far as letters go)

     Another idea that I like to do with my Master list is to make two columns : one for most important things I NEED to do, and a second column of things I WANT to do.   I also place due dates on items that have a complete by date so I know when I must be done.

    Also on my Master lists I will put do by dates if I have them. This way I can focus on what is most important.
   
     Check out my book The Organized Librarian- click on the link above for ordering instructions.

Circulation Desk - Organization & Supplies

     How is your circulation desk? Does it look like its been hit by a tornado?  Do you have trouble finding things? 

     If so take a few moments each day  to becoming more organized at the circulation desk.  As librarians we probably spend a lot of time at the circ desk so  it makes sense to have it orderly and organized, It will be helpful to know where everything is . Also  it is nice is having all the circ supplies at that location instead of having to run to a storage room to get something you need to use immediately. If you have a drawer that you can use, place your normal supplies in there so you do not have to go some place when you run out,
 
     The first step of action is to  determine what you actually need at the circulation desk.   You will need the most obvious desk items: paper, pencils, and pencils. Do you need data due slips?  What kinds of records do you need to keep?  What reports are necessary each day?

    Keeping items organized is a great way to keep your desk in order. So grab some file organizers if you have to keep papers at the circ desk.  Have a can for pens, and pencils. If you use lots of paper clips or rubber bands get a container for each type.

     At your desk supply list: pens, pencils, paper, scrap paper, report forms, manila folders, paper clips, rubber bands, post it notes.  Include anything else you need on a daily basis!

   Check out the top tab- The Organized Librarian-  for more organizing at your library!

The Organized Librarian book is ready!

  Well it 's finally done and ready to go! The Organized Librarian is ready as an ebook! So fellow librarians ( school and public)check out this offer!     See the page  tab that says   Books for Sale !
  There are some very helpful tips , hints, and procedures that will help your year go smoothly. Order one today and get it quickly!

Organizing Library materials

     Normally books and materials in libraries are organized on the shelves by collection and classification. You may also have a Reference section and a periodical/magazine section.  Sections For audio visuals, listening kits, and cd's may depend  on the amounts  in each category. You may have then placed together or you may have each in its own collection and area.

     If you have books in demand- lets say you are doing a special  program ( Caldecott Challenge, Battle of the books, specialized classroom reference project, display or theme) you may want to pull out the books and isolate them from the regular collection. Place those books and resources in an easily accessible location for ease of use for both student, patron, and staff use.

   Shelving is done every day.  checking shelves of relocated items is also recommended,again depending on the length of the special program or theme.  Why is this important?

   It is important that patrons, students, or staff will be able to trace items form the catalog to the shelf.  To be able to find books / information quickly  is the the usual trade mark of a good library system

Orgamizing Your Office - Part 4

      Labeling is another great way to stay organized. When I had a proper office,  I think I labeled everything in site. Why did I do that?
     Well, with a very busy fixed scheduled over 600 students ( whose names I remembered   by giving them assigned seats when they came to class) , the rest of my brain was useless for where supplies were located.
      I labeled notebooks, shelves, and file cabinets. On my covered shelves , I labeled each door : what supplies and other items were inside.  ( Curriculum books, lesson plans, much used catalogs,  puppets, and av supplies)

     My file cabinets were also labeled on the outside. That way , with a listing, I could  have one of my aides file materials that needed to be filed,( Folders, catalogs, lessons completed, reports, and other items that I would need filed.

    Out in the library, my labeling always continues. By the circulation desk, I continue to label / or have a listing of what is  where. This is very helpful  , because I can tell an aide or student: "the glue sticks are in the blue bin."   Having labels  makes everything quick and easy for me .

   The book shelves are also labeled . This assists with shelving and also with pointing out to students when they are looking for books.

Organzing your Library office - Part 3

                      Organizing your office to be more efficient can likely mean polishing up your filing system.     Providing  you have an in basket , you can begin . 
                            As you go through your basket ,determine what file it should go into. Give your files  names that will be  easy to recall  .   I made a listing of my file folders  and what is in each file  drawer so that I do not have doubles  in my cabinets (  see The Organized Librarian book).   Another  good idea would be to make a file index to go in the front of each file cabinet or drawer. This will help  you locate files you need quickly .
                     You may also want to figure out how long you will keep files. If they are dated , then you can easily  look at the items and determine if new material has been inserted and if the old can be thrown. If you do this on a regular bases then  your files will be current ( and not overloaded with outdated materials)
                      Take time each day or week depending on your schedule to go through your in basket.   I have three files into which I mark  :  To Do, To File, Catalogs.
                     I only keep catalogs that I know will be useful or that I will order from. These are kept in a separate file drawer marked by letters. When I file a new one , I throw the old one out unless I have marked some items/ titles for purchase.

                     I also have historical files that I keep for referencnce. These would be budgets from years past, book requests from staff,  old policy's, handbooks,  old curriculum, and other items that I do not use , but like to keep to refer  to if needed.

Organizing your Office-

       Maintaining a neat  and organized office workspace is an ongoing process.   You should never think that you are organized  and that is the end.The initial  organizing will be the most work , but you can begin seeing improvement after a few sessions.  When you think you are done , then you will be on a maintenance schedule  similar to  keeping your house work  done.
   
      If  you have read my blog on 3/11/13 about Organization in the Library, and files and piles and have started to begin this process then you are on your way. By now your library will be looking and feeling more organized and you will be getting more work done  and feeling better and better.
  \
    Let's look at some other areas of your office and library where you might want to be more efficient. Look at an office supply catalog ( print or online ) When you do you will so many organizing tools.  If there is a spot or area that needs redoing , look for ways that organizing tools could help you accomplish that task.

   Where you do keep your files?  Do you have adequate file space? Are the files in order?  Keep your file with your current to do and daily activities close to where you work.  Other files that are needed can be kept close to your desk.  Files that are needed but not looked at daily can be kept in another file cabinet .  ( I call them my historical files)

    Develop and keep a consistent naming system for both your  print and computer files. ( See The Organized Librarian book)   This will help you to easily find and retrieve the information and files you need .

Managing magazines in libraries- part two

      As mentioned in the previous blog, we are discussing how libraries manage magazines.   Many libraries both school and public  libraries circulate magazines . There are a couple ways to do this of course.
     One would be to simply have cards and write the title, month, and year at the top. When the borrower wants the magainie , he/she would just sign  the card. Then file it and when returned cross off the name.
      In our computer world there is also the tech way. If you do not have a large circulating magazine collection, one way would be to place a bar code on a card . When a patron wants a magazine , simply scan the card under the persons name and then add ( on the fly as many circ programs have the capability) the title and month/year of the magazine.   When returned , just scan in and keep the card for the next time a magazine is wanted.
      The other tech way which is more labor intensive but easier in the long run would be to place on each magazine a barcode and put the information into the computer when it arrives. In that way the  person at the circ desk can just scan it and the patron/ student is good to go.  Again on check in- just scan the magazine and return to the magazine shelf.